Office Manager / Executive Assistant (Madison, WI) at EnsoData

Madison, Wisconsin, United States -

Full Time

Start Date

Immediate

Expiry Date

02 Feb, 26

Salary

80000.0

Posted On

04 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Organizational Skills, Attention To Detail, Confidentiality, Communication Skills, Google Workspace, Microsoft Office Suite, Problem-Solving Skills, Proactive Attitude, Office Management, Executive Assistance, Finance Support, Event Coordination, Team Engagement, Logistics Management, Customer Focus, Time Management

Industry

Hospitals and Health Care

Description

Hi! I'm Matt, the Chief Financial Officer for EnsoData. We are seeking an organized, proactive and tech-savvy Office Manager who will support the daily operations of our Software as a Medical Device (SaMD) company and provide high-level executive assistance. We are looking for someone to work on-site at our office in downtown Madison 2-3 days per week as a regular schedule with additional on-site days pending business needs (e.g. on-site training, meetings and our annual conference). This hybrid position in Madison, WI offers a competitive salary of $70,000 to $80,000 along with bonus program, stock options and generous benefits, including paid time off. About EnsoData EnsoData strives to make healthcare more accurate, efficient, and affordable through waveform artificial intelligence (AI) technology. Using AI and machine learning, our software analyzes billions of data points collected from sensors placed throughout the human body. Our first solution, EnsoSleep, reduces the time clinicians spend analyzing, scoring and managing sleep studies. This results in a simplified and accelerated patient testing, diagnosis, and treatment workflow. Our AI-powered technology has the capability of informing health decisions beyond sleep medicine, from monitoring patient health in the ICU or through wearables, to detecting and capturing seizure data, to providing earlier detection of heart disease, diabetes, stroke, and Alzheimer’s. Here is a little about what we are doing in the world of sleep medicine... EnsoSleep - FDA-Cleared PSG and HSAT Scoring and Study Management EnsoSleep PPG - FDA-Cleared, AI-Powered Sleep Diagnosis Using Pulse Oximeters **Here is a link to learn a little about our Celeste app! Key Responsibilities Office Management & Logistics: Manage all aspects of our Madison office, including vendor relationships, supply procurement, and maintaining a professional and welcoming environment for team members and guests. Serve as the primary point of contact for office-related inquiries and management. Serve as on-site coordinator for departmental or cross-functional events held at the office and/or in Madison. Handle incoming and outgoing mail and shipments. Finance & Administrative Support: Assist the finance team with accounts receivable tasks, primarily focused on customer collections and follow-up communications. Provide general administrative support across the organization as needed. Investor & Board Relations: Coordinate the scheduling and logistics for all Board of Directors meetings. Assist in preparing and distributing communications to our investors, ensuring timely and professional correspondence. Maintain and organize critical company documents related to board and investor activities. Executive Assistance: Manage inbox/communications for executive team members, as needed. Provide high-level administrative support to the executive team, including managing complex calendars, scheduling meetings, and coordinating travel arrangements. Prepare agendas, take notes, and track action items for key leadership meetings as requested. Team Member Engagement & Culture: Plan, coordinate, and execute company-wide team member engagement activities, both virtual and in-person. Lead the logistical planning and execution of our annual Team Summit and coordinate/support other on-site meetings throughout the year. Support a hybrid work environment including several remote team members. Travel expectation: less than 10% Education Bachelor’s degree in Business Administration, Operations Management, or related field. Experience 3+ years of relevant experience in an office management, executive assistant, or operations role; experience working in a fast-paced, venture-backed software or tech company is highly preferred. Skills & Competencies Exceptional organizational skills and impeccable attention to detail. Demonstrated ability to handle confidential information with discretion and professionalism. Proven ability to manage multiple priorities and projects simultaneously while meeting deadlines. Excellent written and verbal skills; able to communicate ideas persuasively across audiences. High level of proficiency with Google Workspace (Gmail, Calendar, Docs, Sheets) and Microsoft Office Suite. Strong problem-solving skills and a proactive, "can-do" attitude. Prior experience in a regulated industry (e.g., SaMD, medtech, pharma, biotech) is highly desirable. Company Culture - Embrace the Pineapple! How do we do this? https://www.ensodata.com/blog/why-the-pineapple/ Make Healthcare Better - is passionate about moving healthcare to a better place for everyone everywhere Put Customers First - delights customers by working closely with them to support their initiatives Be a Great Teammate - spreads the good vibes and is a joy to work with; also understands the value of helping one's teammates Gets $#!t Done - bias toward action and intrinsically motivated to go above and beyond; demonstrates the ability to work autonomously as well as across teams We also practice a Focus on Quality and look for teammates who don't cut corners and demonstrate integrity and attention to detail The benefits package includes, but is not limited to, the following: Remote and flexible schedule - we are a remote company with hybrid options and support for flexible schedules! That being said, we have an amazing office headquarters in downtown Madison, WI with views of the capitol that you are welcome to work at anytime. In case you didn't know, Madison has consistently been ranked as one of the top places to live in the US (businessinsider.com, money.com, livability.com)! Health, dental, and vision insurance with options to choose a plan that fits you and your dependents needs. Paid time off options - we want our employees to rest, recharge, and feel better. Stock options - we want team members to feel ownership in the organization. When EnsoData does well, you do well. Company Bonus Program - if we do well, we want to reward our team members! This position may include participation in the company bonus program. 401k to help people invest in the future. Team Summits! We look forward to opportunities to gather in person and enjoy a few days together. We participate in team events and gain some great in-person time. (Hint: check out our blog for info from former team gatherings!) Interview Process Submit a resume online and our hiring team will choose those that seem like the best candidates. We look forward to meeting you face-to-face! A few candidates will be chosen for a video call to get to know each other, discuss your experience, and explain the position in more detail. Expect an opportunity to show your skills. The final candidates will have a chance to meet a few people from the team. Offer! Let’s talk EnsoData seeks to recruit, hire, and retain the most talented people from a diverse candidate pool. Research shows that while men apply to jobs when they meet an average of 60% of the criteria, women and other marginalized folks tend to only apply when they check every box. If you think you’re a great fit, but don't necessarily check every box on the job description, please still get in touch. To learn more about our ongoing commitment to diversity, check here. Note: this role is based in the continental United States and currently EnsoData is unable to support sponsorships so candidates must be legally eligible to work and reside in the United States now and in the future. Equal Employment Opportunity EnsoData is proud to be an Equal Employment Opportunity employer. We do not discriminate against, nor do we tolerate unlawful harassment against, team members or any other covered persons on any basis of race, color, protective hairstyles, national, social, or ethnic origin, gender, pregnancy, childbirth, gender orientation, identity or expression, sexual, relationship, or romantic orientation, marital, civil union or domestic partnership status, family or parental status, age, protected veteran status, arrest record, expunged or sealed convictions, criminal history, source of income, credit history, housing status, physical, mental, or sensory disability, medical condition, genetic information, religion, or any other status protected by the laws or regulations in the locations where we operate. We value, celebrate, and support diversity, inclusion, and our differences. We are committed to providing a safe work environment and a company culture of mutual respect where equal employment opportunities are available to all applicants and teammates. We seek to recruit, hire, and retain the most talented people from a diverse candidate pool. We strongly encourage women, people of color, LGBTQIA+ individuals, people with disabilities, members of ethnic minorities, intersectional individuals, foreign-born residents, and veterans to apply. We have a deep conviction that diversity and inclusion among our teams, our communities, and our physical and virtual workplaces is vital to the success of EnsoData’s mission to improve healthcare access, outcomes, and affordability for patients and communities everywhere globally. If you are a job seeker applying to EnsoData and you feel that you need to request an accommodation or alternative application, please contact Angela at angela@ensodata.com.

Responsibilities

The Office Manager will manage all aspects of the Madison office and provide high-level executive assistance to the executive team. Responsibilities include office management, finance support, investor relations, and team member engagement activities.